Winchester and District Athletic Club

Winchester and District Athletic Club

Annual General Meeting

Held at:University of Winchester,on: Monday the 18th March 2013

West Down Campus

Minutes

1.Attendance

1.1Club Officers Present:
Chairman:George McCallum
Treasurer:John Fuller
Secretary:Steve Oliver (minutes)

1.2Committee Members Present:
Alan Coveney, Marc Lyne, Joy Radford, Jane Gandee, Michaella McCallum

1.3Quorum
There being 45 members present or represented the meeting was declared quorate.

1.4Apologies for Absence:
Apologies were received from 14 members (see attachment 1)

2.Previous Minutes

The previous year’s minutes were approved. Proposed by David Vosser and seconded by Alan Coveney.

3.Chairmans Report

The Chairman issued his review of the past year and the development of the club over his 4 years in office to the meeting (see attachment 2)

4.Treasurers Report

The Treasurer provided a report on the club finances (see attachment 3).
Overall the club stands in a good position with a balanced budget, performing to that budget and with ~£26k of net assets at the year end.

5.Election of Committee Members

5.1The Secretary and the Treasurer had indicated they wished to stand for re-election.
Steve Oliver as Secretary – nom. Lou Walker and sec. Marc Lyne
John Fuller as Treasurer – nom. Ewan Simmonds and sec. Michaela McCallum
Their election to continue in office was unanimously supported by the meeting.

5.2The Chairman had indicated he did not wish to stand for re-election.
Pete Spelman had indicated willingness and been properly nominated in advance (nom. Steve Oliver, sec. John Fuller). There were no other candidates and the meeting was unanimous in electing Pete as Chairman. In accepting the role Pete thanked the retiring Chair and asked him to continue the business of the AGM.

6.Any Other Business

6.1There was one item of other business properly notified in advance.
Ernie Chambers expressed some concern that the income of the club is very heavily dependent on membership subscriptions. Looking forward and aspiring to grow further it is easy to envisage increasing costs eg. as our talent pool grows so will the need to travel and compete on the National level. Similarly to attract top quality athletes the club may in future wish to add to the facilities available. Ernie urged the committee to look at ways of developing new sources of income so as to enable that future. Discussion went on to include the possible merits of hosting a road-race event but the balance of experience in the meeting was that such events are not significant fundraisers. The meeting was however supportive of continuing to develop our existing host events so that the WADAC profile as the “face of athletics in Winchester” was maintained and further enhanced. The chairman thanked Ernie for the question and assured him the new committee would continue to look for ways to further develop the club.

6.2John Fuller proposed a vote of thanks to George, stepping down after 4 years as Chairman, and Michaela McCallum, stepping down from the committee after more than 10 years. JF thanked them both for their vision and unceasing efforts as great servants of the club. The members were resounding in their appreciation.

There being no other items on the agenda the Chairman invited the attendees to raise any other matters they wished to share with this forum

6.3Ewan Simmonds asked if there was a divide between sportshall and the other track and field elements of the club with regards to younger members joiningand if it was possible that some form of “sportshall only” approach could be used to help alleviate the problem of waiting lists for junior membership. He was assured there was no divide and that membership waiting list congestion was a problem common to all disciplines.

6.4Ewan Simmonds asked the meeting to acknowledge the contribution to the club of Alex Hill-King. Alex is not only an excellent athlete but an enthusiastic volunteer who has been recognised “Young Volunteer of the Year” by Southern Region Athletics. The meeting was happy to do so.

6.5Ewan Simmonds asked if there had been any progress with the Fit for Future campaign and the possible development of indoor facilities. The chairman advised that the campaign was very much on the agendas of Winchester City Council and the University of Winchester but the matter was now in a consultative phase with design studies etc ongoing. George did stress however that the case was not yet made and volume of demand was a key consideration. The members were urged to involve themselves via the FFF website and the associated facebook links.

6.6Karin Gray asked if there had been any progress with the council regarding a possible zebra crossing at the entrance to the Garrison Ground. The chairman advised the council were not planning to take action, despite that appearing perverse given the rash of crossings appearing elsewhere.

Meeting concluded at 8.30pm

WADAC AGM Minutes - Attachment 1

WINCHESTER & DISTRICT ATHLETIC CLUB
AGM – 18TH MARCH 2013 – APOLOGIES FOR ABSENCE

Neil Barker
Amanda Burrows
Steve Lawson
Tony Lee
Edward Lee
India Lee
Terry Moffat
John Miller
Franklyn Young
Nigel Fenwick
Steve Goodwin
Gill Goodwin
Sandra Bowers
Madeline Vosser

WADAC AGM Minutes - Attachment 2

Chairman’s Report 18th March 2013

Well 2012 came and went and I think WADAC had a great year enjoying the excitement of the London Olympics

Looking back at some of the highlights of last year

Our Junior Section had an another excellent summer on the track in first year in Premier division of YAL where we finished 4th. Our best athletes are really starting to shine at a national level with good representation in Hampshire Team for English Schools and many making the final. I would pick out Sam and Charlie who had great seasons and both took part in the opening trial event in the Olympic Stadium

This success carried on in to the indoors where recently we have seen some excellent performances. Not only juniors but also great to see some super masters performances indoors.

It has also been good to see ever increasing numbers of younger athletes producing good performances in Quad Kids and Sports Hall where a number are going on to the National Finals.

Of course cross country and road running remains an area of strength for the club. WADAC is not only putting out large teams which perform well but we are also providing winning athletes. We all lived through the highs and lows as Louise made her bid to get in to the Olympic Marathon and it has been great to see her bounce back with the leading Brit performance in the Euros and doing the National and Intercounties double. We wish her well at the Worlds next week

WADAC is however more than just about competition. We aspire to lead in terms of Participation of our members in the club, our club in the sport and indeed in the local Community.

Once again we have record membership numbers with almost 750 which is split evenly between juniors and seniors

We have a waiting list for school years 4-8 and getting the right level of coaching support and track time remains a key challenge for the club. I am however pleased with the way we managed the surge of interest following the Olympics. This had been a big worry and I think the new approach of Year Co-ordinators has helped manage this process

It is good to see more and more people coming forward to help the club. Without them a club of this size could not operate.

Perhaps my own personal highlight of the year was the Track to Track relay organised by Ian and Michaela.

This was a unique event which really typified all the different sides of WADAC. It was great to have been there at the start in the shadow of the Olympic stadium as the final curtain had come down on the Paralympics and to travel through the night was both challenging and fun. However it was seeing all those youngster run through the streets of Winchester and on to the track that made me feel really proud of WADAC

This was not only WADACs way to celebrate the Olympics but was also raising publicity for Fit for Future Campaign. A new indoor facility may be some way off but it does feel that something will happen and being on the inside will ensure our interests are well represented.

AS THIS IS MY LAST AGM I THOUGHT WOULD REFLECT ON THE PROGRESS IN THE LAST 4 YEARS

For many people who are new to the club it feels like a really amazing organisation but it has come a long way in the last few years

4 years ago The track hadn’t officially opened..now we have 3 dedicated sessions

Membership was half of what it is today

We were collecting cheques and chasing payments …we now have a super on-line payments system

We communicated by chatterbox once a month

Now we have dedicated emails, twitter, facebook

And we have multiple editors for our website rather than relying on a single webmaster

We introduced Podium awards to recognise our best athletes

We have volunteer awards to recognise those that help the club

We support our coaches by paying course fees

We were a founder member of SAL..rather than the dying SML/SWL

Our juniors went from Div 2 to Premier and we now have an U17/U20 team for first time in YDL

And We have our own open meeting – thanks to Pete Spelman

I could go on but I guess you have all got homes to go to

SO I’ll FINISH WITH SOME THANKS

Firstly I would like to thank members of the committee for their continued guidance. Without their advice and support much of this would not be possible

Secondly I would like to thank everyone who puts so much in to making WADAC such a special club. You know how you are. I wish there were more like you

Finally I would like to thank Michaela. She has really lived and breathed WADAC for the last 10 years. Without her vision and drive the club would not be what it is today. I guess we will have to find something else to talk about over the dinner table

In conclusion

The club is in great shape, with strong membership and a real sense of belonging

I am confident that WADAC is well placed to build on the excitement of London 2012 and to keep athletics alive and well in Winchester. I am sure that the new Committee will bring new ideas and continue the development of the club

Thank You Now hand you to John for the Treasurers Report.

WADAC AGM Minutes - Attachment 3

Treasurer’s Report 2012/13

The Accounts have been audited by the Club’s Auditor and are available here for anyone to look at. If anyone wants a copy just let me know and I'll e-mail a copy to them.

For our financial year, ending on 31st Jan 2013, the Club’s income was £44,091.40 - and our expenditure £45,200.33

The end-of-year Balance Sheet and Statement of Actuals vs Budget (net figures) are attached.

Against our budget several items should be mentioned -

On the income side

Following a successful appeal to the European Court by Canterbury Hockey Club, hiring of certain sports facilities has been deemed to be VAT free. This resulted in a refund of all the VAT we had paid for the hire of the track since we started using it - £5,600 income that wasn't expected! Unfortunately, on the other hand, Winchester City Council is now trying to charge VAT on our hiring of the Garrison Ground! Still waiting for an explanation on that.
Gift Aid income was again higher than predicted
Grants and sponsorship were down, although the sponsorship money has now arrived and will be in this years accounts
Overall our income was 22% over budget.

On the expenditure side

Hire of the track and other training venues was higher than budgeted as a result of our increased hours of use.
Overall our expenditure was 12% higher than budgeted

Even though we received and spent more than expected, we ended last year with a balance carried over to this year of £26,175.48, just £1024 below the £27,200 we had budgeted, caused in the main by the late arrival of the £1000 Alton Sports sponsorship money. If this money had come in slightly earlier, the amount carried over, the most significant number, would have been within 0.09%of budget!

The Club's funds at the end of the year comprised £16,685 in the Nationwide Building Society Account, £9,196 in our Current Accounts and £172 in cash - a total of £26,053.

The Club’s finances are in a very healthy state and we have again agreed that no changes to our membership fees are required this year although, as George's recent e-mail advised, we have had to pass on the England Athletics increase in registration fee - up from £5 to £10 per qualifying athlete.

John Fuller

Treasurer

15/03/2013.

Club Accounts Year Ending Jan 31st 2013 - Actual Vs Budget & Account Summary
Budget / Actual / Variance / As % of
Budget
Opening Balance / 30,800.00 / 27,284.41
Income / Members subscriptions / 22,000.00 / 22,524.00 / 524.00 / 1.85
Training Fees / 0.00 / 984.00 / 984.00 / 3.48
Misc. & Donations / 250.00 / 5,881.66 / 5,631.66 / 19.94
Gift Aid Income / 3,000.00 / 5,078.78 / 2,078.78 / 7.36
Grants / 2,000.00 / 0.00 / (2,000.00) / (7.08)
Sponsorship / 1,000.00 / 0.00 / (1,000.00) / (3.54)
Total Income / 28,250.00 / 34,468.44 / 6,218.44 / 22.01
Expenditure
Administration/Secretarial / 2,000.00 / 2,074.53 / (74.53) / (0.23)
Subs refunds / 210.00 / (210.00) / (0.66)
Trophies / 800.00 / 1,027.35 / (227.35) / (0.71)
Affiliation fees / 700.00 / 1,021.00 / (321.00) / (1.01)
EA Fees / 2,300.00 / 2,325.00 / (25.00) / (0.08)
Purchase equipment / 3,000.00 / 4,717.02 / (1,717.02) / (5.39)
Training Track Hire / 7,000.00 / 10,638.59 / (3,638.59) / (11.42)
Hire of School Halls / 2,000.00 / 3,912.19 / (1,912.19) / (6.00)
( Kings / 1,150.19 / )
( Garrison Ground / 0 / 1,256.80 / )
( Thornden / 393.00 / )
(Winchester College / 1,112.20 / )
Awards & Bursaries / 100.00 / 1,450.00 / (1,350.00) / (4.24)
Clothing (net) / 100.00 / 747.10 / (647.10) / (2.03)
Meeting exes & travel (net) / 4,850.00 / 5,348.41 / (498.41) / (1.56)
Community Coach / 4,000.00 / 1,200.00 / 2,800.00 / 8.79
Courses / 2,000.00 / 1,225.00 / 775.00 / 2.43
Social (net) / 1,000.00 / -95.20 / 1,095.20 / 3.44
Entries (net) / 1,500.00 / -223.62 / 1,723.62 / 5.41
Misc / 500.00 / 0.00 / 500.00 / 1.57
Total Outgoings / 31,850.00 / 35,577.37 / -3,727.37 / (11.70)
Balance carried over / 27,200.00 / 26,175.48 / -1,024.52 / (3.77)
Winchester & District Athletics Club
Receipts and payments for the year ended 31st January 2013
Receipts / Payments
2011/12 / 2012/13 / 2011/12 / 2012/13
£ / £ / £ / £ / £ / £
Balance brought forward :-
100.32 / Cash / 24.43 / 2,138.18 / Administration & Club Expenses / 2,074.53
14055.14 / CAF Cheque acc. / 10,403.77 / 98.00 / Subscription refunds / 210.00
50.02 / RBS C/A / 50.02 / 875.31 / Trophies / 1,027.35
16681.55 / Nationwide B Soc.acc. / 16,684.21 / 738.00 / Affiliations / 1,021.00
Total / 27,162.43 / 2,980.00 / EA Fees / 2,325.00
139.19 / Team Expenses / 129.43
22548.50 / Subscriptions / 22,524.00 / 2,734.85 / Equipment Purchase / 4,717.02
857.00 / Training Fees / 984.00 / 10,753.33 / Training Venues / 14,550.78
745.50 / Kit Sales / 1,996.50 / 725.00 / Awards & Bursaries / 1,450.00
80.00 / Beginners Group / 0.00 / 3,766.77 / Community Coach / 1,200.00
581.00 / Fixtures / 626.74 / 984.82 / Clothing / 2,743.60
1005.00 / Travel & Accommodation / 390.00 / 1,791.49 / Fixtures / 3,599.98
1756.00 / Entries / 3,652.00 / 4,205.00 / Courses / 1,225.00
244.53 / Miscellaneous / 5,876.66 / 3,119.71 / Entries / 3,428.38
2395.50 / Social / 2,957.72 / 3,903.60 / Travel / 2,635.74
0.00 / Donations / 5.00 / 2,640.60 / Social / 2,862.52
1580.00 / Grants / 0.00 / 55.00 / Miscellaneous / 0.00
5131.22 / Gift Aid / 5,078.78
1000.00 / Sponsorship / 0.00 / Balances carried forward :-
0.00 / Club Fund / 0.00 / 24.43 / Cash / 172.00
10,403.77 / CAF Cheque acc. / 9,145.94
50.02 / RBS C/A / 50.02
16,684.21 / Nationwide B Soc.acc. / 16,685.54 / 26,053.50
Total
£ / 68,811.28 / £ / 71,253.83 / £ / 68,811.28 / £ / 71,253.83
I certify that I have examined the Receipts and Payments Account for the year ended 31st January 2013 and found it to be a true
and accurate account of the affairs of the Winchester & District Athletics Club
Signed / Signed
(Auditor) / (Treasurer)
Date / Date